Lesson 6: Collaborate With Others

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Word 2007® Business and
Personal Communication
How can Microsoft Word 2007
help you work with others?
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Lesson 6: Collaborate with Others
Tools in Microsoft Word 2007 allow you to Track Changes,
create a Web page, and perform a mail merge, helping
you to work collaboratively.
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Lesson 6: Collaborate with Others
View This Presentation to Answer
the Following Questions:
• How can I send documents for review?
• How can I use Track Changes to review a
document?
• How can I create a Web page?
• Why should I perform a mail merge?
• What vocabulary words should I review?
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Lesson 6: Collaborate with Others
In Word 2007, you can send
documents for review via e-mail.
When you use Send
for Review, text
appears in the e-mail
message asking the
person to review the
document.
The document for review is
automatically sent as an
attachment to the recipient.
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Lesson 6: Collaborate with Others
To mark changes as you make them,
use Track Changes.
Track Changes
is a reviewing
tool that keeps
track of the
changes you
make to a
document.
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Lesson 6: Collaborate with Others
Text that you add is
displayed in a different
color and underlined.
Text that you delete is marked
with a strikethrough effect
when you are in Draft View.
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Lesson 6: Collaborate with Others
To make a note in a document,
insert a comment.
When you insert a
comment, it is
labeled with your
user initials and
the comment’s
number.
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Lesson 6: Collaborate with Others
If you rest the insertion point over a
comment balloon…
In Print Layout View,
deletions and comments
are shown in balloons
on the screen.
the name of the reviewer and the date
and time the comment was made will
be displayed.
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Lesson 6: Collaborate with Others
When two or more
people have made
changes to two
different copies of
the same document,
you can combine the
documents.
Compare and Combine a document to
create one final document that contains
every comment and suggestion.
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Lesson 6: Collaborate with Others
To combine documents
into a merged
document, click the
Compare button on
the Review tab.
Choose the original
and revised documents
that you want to
combine in the
Combine Documents
dialog box.
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Lesson 6: Collaborate with Others
After a document is
reviewed, you can
either accept or
reject the suggested
changes.
You can also delete comments that
you have read and no longer need.
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Lesson 6: Collaborate with Others
You can accept, reject and delete changes
and comments one at a time.
Or, you can accept
or reject all of the
changes or delete
all the comments
in a document at
one time.
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Lesson 6: Collaborate with Others
Academic Skills Check
What are some ways members of a
team can speed the process of a
review?
Answers may include:
Members of a team can speed the
process of a review by sending
documents via e-mail, using Track
Changes and comments, and
merging documents.
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Lesson 6: Collaborate with Others
Tech Check
How do you e-mail a document for
review?
Answer:
Use the Send for Review feature to
e-mail a document for review.
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Lesson 6: Collaborate with Others
Tech Check
How do you compare and combine
documents?
Answer:
Click Compare on the Review tab.
Choose the documents that you
want to compare or combine in the
Combine Documents dialog box.
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Lesson 6: Collaborate with Others
You can use Word 2007 to
create a Web page.
Use Word’s Web
Layout View to see
how your document
will look as a Web
page.
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Lesson 6: Collaborate With Others
A background is a
graphic that appears
behind the information
on the Web page.
Backgrounds add visual
interest to a document.
When applying a background, be aware of
readability—avoid choosing a texture or pattern
that will make your page difficult to read.
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Lesson 6: Collaborate with Others
To apply a background
color to a Web page,
click the Page Color
button on the Page
Layout tab.
Use the Fill Effects dialog box to change
the background’s gradient, texture,
pattern, or picture.
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Lesson 6: Collaborate with Others
Hypertext Markup Language (HTML) is
the code used to create Web pages.
To post a Word
document to a Web
site, you first must
save it with the
extension .htm or
.html so it can be
opened with a Web
browser.
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Lesson 6: Collaborate with Others
Perform a mail merge
to create a large
mailing, such as
personalized form
letters, a special
announcement, or a
newsletter.
Mail merge creates multiple copies of the
same letter, envelope, or label and inserts
personalized data.
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Lesson 6: Collaborate with Others
The data source, or file that contains the
information for the mail merge, can be...
a Word table,
an Excel spreadsheet,
or an Access database.
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Lesson 6: Collaborate with Others
To perform a mail
merge, use the Mail
Merge Wizard.
To select the data source for the
mail merge, use the Mail Merge
Recipients dialog box.
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Lesson 6: Collaborate with Others
Proofread and edit
your document
before you complete
the mail merge.
If you wait until after you have completed
the mail merge, you will have to make
edits to each letter.
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Lesson 6: Collaborate with Others
Academic Skills Check
What should you be aware of when
formatting a Web page?
Answer:
Be aware of readability when
formatting a Web page. Avoid
textured or patterned backgrounds
which make text difficult to read.
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Lesson 6: Collaborate with Others
Academic Skills Check
Why is it important to proofread and
edit a document before you perform
a mail merge?
Answer
If you wait until after you have
completed a mail merge, you will
have to make edits to each letter.
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Lesson 6: Collaborate with Others
Tech Check
How do you apply a background
color to a Web page?
Answer:
Click the Page Color button on the
Page Layout tab to apply a
background to a Web page. Use Fill
Effects to format background’s
gradient, texture, pattern, or picture.
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Lesson 6: Collaborate with Others
Tech Check
When should you perform a mail
merge?
Answer:
Perform a mail merge when creating
a large mailing, such as personalized
form letters.
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Lesson 6: Collaborate with Others
Vocabulary Review
Track Changes
A feature that keeps track of the
changes you make to a document.
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Lesson 6: Collaborate with Others
Vocabulary Review
comment
A note added to a document or
presentation without making any
changes to the text itself.
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Lesson 6: Collaborate with Others
Vocabulary Review
Web page
A document containing text and
graphics that can be accessed
through a Web browser on the
Internet.
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Lesson 6: Collaborate with Others
Vocabulary Review
Web Layout View
A view that allows you to see how
your document will look as a Web
page.
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Lesson 6: Collaborate with Others
Vocabulary Review
background
A graphic that appears behind the
information in a Web page; solid
colors, patterns, or pictures that fill
the page and appear behind the
content.
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Lesson 6: Collaborate with Others
Vocabulary Review
mail merge
The tool in Word that creates
multiple copies of the same letter,
envelope, or label and inserts
personalized data.
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Lesson 6: Collaborate with Others
Vocabulary Review
data source
A file that contains the information
for a mail merge.